Learning Module Session Properties

Edit Session

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Self-Training (Paper), Self-Training (Video), Task, Virtual Classroom, Workshop/Seminar

To edit the main session properties

  1. Click Edit session.
  2. Configure the module session as appropriate. For detailed information about configuration fields, please see Session Properties.
  3. Click Save.

Session Module Assignment

Applicable Learning Types: Program

When setting up learning programs (i.e., learning modules designated as Program learning type), you'll assign the session modules on the Session Module Assignment page. 

To configure module properties for catalog setup

  1. Click Assign Module in Session Setup.
  2. Configure the module assignment as appropriate. For detailed information about configuration field, please see Session Module Assignment Field Reference.
  3. Click Save.

Edit Session Class Schedule

Applicable Learning Types: Classroom, Virtual Classroom, Workshop/Seminar

The schedule of classes for the session is configured on the Edit session class schedule page. The page provides a planner that can guide you to available venues, resources and instructors for the section classes. 

To manage class schedules

  1. Click Edit session class schedule.  The Classroom-Based Event Details display at the top of the page.  The Start Date and End Date fields will be populated automatically as you add classes to the session. If there are multiple classes in the session these dates will reflect the date of the first class and the date of the last class.
  2. Scroll to the Class Schedule section and lick Add new.
  3. At the top of the page you can select the class dates, location, class size, etc.  As you configure these fields, the planner (located below the fields) updates to display the selections.
Although you can configure a single class to span several days, it is recommended that classes start and end on the same day, and that you create separate class schedules for different days.
  1. Enter the start and end dates and times for the class.
  2. Click Go. The planner automatically shifts to the week containing the start date. If the necessary resources aren't available for the chosen date, you can click "Previous Fit" or "Next Fit" to find the nearest date before or after the preferred date, respectively, when the resources are available.
  3. In the Location/Room Section configure the location of the class.
  • To book a class in a venue not linked to a configured training center, choose "Venue." Then, input the venue name and room name (if applicable).
  • To schedule a class in a configured training center, select "Training Center" and choose an option from the drop-down list.
  1. Optionally input the minimum and maximum class size for a training center. Training centers with capacities outside of this range will be excluded from the list of selectable venues. Note: The minimum and maximum class sizes for venues are defined in the Facilities section for the training center.
  2. Choose your options in the planner. Note: A horizontal bar in the planner signifies a booked venue or resource during a specific time slot. A yellow bar indicates a booking for the current course session, while a red bar indicates a booking for another course session. Further details about the booking are revealed when hovering over the horizontal bar.
  • Venue/Room - Venues associated with the chosen training center are listed here.  Click on the corresponding radio button to assign a venue.
  • Instructors - If instructors have been previously added on the session's Instructor page, they will automatically appear here. You can also select additional instructors. Click the + icon to open the Select Instructors window. Find and choose the relevant instructors. This step simply adds them to the list. To assign instructors to the class, check the box next to their name(s).
  • Resources - Here, you'll find resources linked to the training center. Simply indicate the quantity of each resource you need for the class.
  1. Click Book Selected Resources. When you close the "Schedule a New Class" window, you'll be directed back to the "Session Class Schedule" page, where the newly scheduled class will appear in the Class Schedule list.
  2. Repeat these steps to create additional classes for the session.
  3. The Start Date and End Date fields in the Classroom-Based Event Details section now show the class dates. To adjust the time zone, choose an option from the Time Zone field. For specifying the class schedule's geographic region, select an option from the Geographic Region field.
  4. By default, the session will continue to be visible in the catalog and to instructors even after its end date. To change the default, click the box labeled "Automatically update event status to Ended when End Date day is reached."
  5. Click Save.

Enrollment Restriction

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Task, Virtual Classroom, Workshop/Seminar

Enrollment restrictions enable you to restrict course enrollments within a set date range based on organization and/or job profile. Multiple rules can be configured targeting specific organizations and job profiles, allowing varying enrollment limits per organization.

If enrollment is requested outside the configured date range for the module, the restriction is not enforced.

By default, enrollment restrictions defined at the module level are applied to its sessions.  For each session, you can choose to have no restrictions, keep the module-level restrictions, or define different restrictions.

To configure an enrollment restriction for a session

  1. Click Enrollment Restriction.
  2. Select Use Session Restriction from the Restriction Process drop-down list.
  1. To set the date range, click the calendar icon in the Start Date field to select the start date then click the calendar icon in the End Date field to select the end date.
  2. In the Rule(s) section, select the organizations affected by the enrollment restriction. At least one organization must be chosen. Click "Select Organization(s)" to open the Organization Selection page in a new window. Select the relevant organizations and click "OK" to add them to the list. To remove an organization, simply deselect it from the list.
  3. In the Limit per Organization(s) field enter the number of enrollments allowed for the selected organizations.
  4. To select the job profiles to which the restriction will apply, click Select Job Profile(s) field label and select one or more job profiles in the Selector page.
  5. Click the Save icon.

Enter Cost Information

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Virtual Classroom, Workshop/Seminar

Cost information can be configured on the session level.  This will override any module-level cost information. Course costs can be charged in a specific currency or to organization token accounts.

To help with budgeting and planning activities, PeopleFluent recommends assigning a cost to the course, even if participants are not charged. In this case you select Charged per Registration for the Charge Procedure property and enter the cost to the company, per participant, to run the course.

To configure cost information on the session level

  1. Click Enter cost information.
  2. By default, the session is configured to use the module settings.  To configure cost information specifically for the session, select one of the options from the Charge Procedure field.  
  3. Configure the cost information as appropriate. For detailed information about each configuration field, please see Cost Information Field Reference.
  4. Click Save.

Enter References

Applicable Learning Types: Classroom, Program, Virtual Classroom, Workshop/Seminar

The LMS enables you to offer online resources to course participants and instructors. These resources can be links to external files or embedded content like YouTube videos, accessible from various pages including the Course Details, Knowledge Center, and Resource search. References set at the module level aren't automatically applied to sessions, but you can set them up at the session level.

To add references to a module session

  1. Click Enter references. The Reference Resources page opens.
  2. Click Add New Reference. The Add New Reference modal pop-up opens.
  • To include a file from the Repository, click the Browse icon to open the Repository Manager, where you can select the file.
  • To include a file or embedded content from outside of the LMS, enter the URL. 
  1. Click the checkbox for Learner, Instructor or both to determine who can view the resource.
  2. Select the Reference Type.
  3. Select the check box if you want to include a link to the resource in the catalog, which allows people to download it without having to enroll in the course first. 
  4. Click Add to create the reference to the resource in the LMS.
  5. Click Save.

Define Session Approver

Applicable Learning Types: Program

If a program session requires enrollment approval, administrators can choose up to two individuals to approve enrollments. These selected individuals will receive approval request emails when learners seek enrollment in the program session.

To select up session approvers:

  1. Click Define Session Approver. The Learning Program Session Approver page opens.
  2. Click the browse icon to select a session approver. The Select Approver selector page opens in a new window. 
  3. Select the session approver for the program session. (For more information about selector pages, see the User Selector.)
  4. Repeat steps 5 and 6 for a second approver, if required.
  5. Click Save.

Participants

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Task, Virtual Classroom, Workshop/Seminar

You can access a list of users enrolled in the session on the Participants page. From this page, you can manage participants by performing the following actions:

  • Change their overall status for the session
  • Update their deadline to complete the course session
  • Transfer them to another session
  • Send them an email
  • Substitute another participant for their enrollment
  • Re-enroll them in an alternative session

For On-the-Job learning types, you have the option to designate supervisors. These supervisors can then complete the supervisor assessment exam for the assigned participants, a prerequisite for marking the session as Completed.

To view the list of participants enrolled in a session

  1. Click Participants.
  2. If necessary, use the filter options to filter the list of participants.

To manage the participants in the list

  1. For a single participant, select an action from the action menu or select a new overall status from the drop-down list.
  2. For multiple participants, check their boxes to select them and select an action from the Bulk Action drop-down list.
  3. Click Save.

Instructors

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Task, Virtual Classroom, Workshop/Seminar

On the Instructors page, you can set default instructors for the session, which are automatically applied when creating a new class schedule. You can override these defaults during schedule configuration. You have the option to manually select instructors or utilize automatic assignment based on competency qualifications.

Before designating users as instructors for classroom or virtual classroom sessions, it's recommended to ensure they have a role granting access to relevant LMS features typically associated with the Instructor role.

To assign instructors to class schedules

  1. Click Instructors.
  2. Take one or both of the following actions:
  • Manually assign instructors:
    1. Click Manual Assignment if it is not already selected, and then click Select instructors. The Select Instructors window opens.
    2. Select the instructors and click OK. (For more information, see User Selector.
    3. To remove instructors from the list, select them in the Instructor Configured box and click Remove instructors.
  • Automatically assign instructors based on their competencies:
    1. Click Dynamic Assignment. Begin typing the name of a competency in the text box. As you type, matching competencies are listed so you can select one.
    2. Select a competency from the auto-suggest list.
    3. In the Required Level field, select a competency level.  This is optional.  
    4. Click Refresh. Any users who have the required competency are listed under the Current Instructor List heading.
  1. Click Save.

Configure Email Preferences for a Session

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Task, Virtual Classroom, Workshop/Seminar

Email notifications can be triggered for events in classroom or virtual classroom courses, sent to various LMS users such as participants, instructors, and managers. The LMS offers System Default email templates to specify content, recipients, and frequency. Custom email templates can be chosen and configured at the module level. Session-level preferences override module-level settings. If no session preferences are set, module preferences are applied. 

To configure the email preferences for each session-related event

  1. Click Email Preferences Setup.
  2. Configure the event emails as necessary.  For additional information about each of the events and their configuration options, please see Email Preferences.
  • To select or edit the email template click the Browse button.  Locate and open the appropriate template.  Review the template and make any updates that will apply to the module only.  Alternatively, you can create a new email template.
  • Enter or select any additional configuration options available for each event email.
  1. Click the Browse icon for each event to which you would like to assign a custom template.  The Email Template Editor opens in a new window.

Cost Accounting Information

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Virtual Classroom, Workshop/Seminar

You can input extra costs related to the session on the Cost Accounting Information page. These additional costs could cover expenses specific to conducting a course in a particular location, for instance.

To add additional cost accounting information for a session

  1. Click Cost Accounting Information.
  2. To streamline the process of adding multiple items for this session, choose the base currency from the drop-down menu. This selection serves as the default currency for all added items, eliminating the need to specify the currency each time.
  3. Configure the first item:
  • Cost Accounting Category -  Select an option from the drop-down list. Note: Payment Manager handles the management of cost accounting categories. If no categories have been created, you'll need to apply the default category.
  • Extra Information - Enter a description for the item.  This field is optional, but it is recommended that you enter a value if you are using the default category.
  • Amount - Enter an amount for the item.
  • Currency - If necessary, select a different currency for the category.
  • Exchange (FX) Rate - If you selected a different currency, enter the exchange rate between the base currency and the selected currency.
  1. To include additional items, click Add >> and repeat the steps above.

View Usage Statistics

Applicable Learning Styles: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Virtual Classroom, Workshop/Seminar

Access enrollment, withdrawal, completion, and knowledge center usage statistics for the learning program/module via the View Usage Statistics page. Statistics are updated daily, excluding activity from the current day. Use the date fields to filter statistics by specific dates.

Configure Session Checklist Items

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Task, Virtual Classroom, Workshop/Seminar

You can create checklists for module sessions to monitor preparatory tasks like reserving venues for classroom training, and arranging plane tickets and hotels for participants. These checklists can be created either by generating checklist items within the learning module or by utilizing pre-configured templates.

For information about creating and managing checklist templates, please see Create a Checklist Template.

For greater flexibility in setting deadlines beyond fixed dates, you can adjust the deadline for a session checklist item relative to the session's start or end date. To access this option for online learning modules, ensure that the system configuration setting "In catalog editor, show start date and end date fields for online modules" is enabled.

To create a checklist item

  1. Click Checklist. Note: If there are previously created checklist items that are incomplete, they are displayed by default.  You can update which items are displayed by making a selection from the Item Status field.  
  2. Use one of the following methods to configure the learning module's checklist.
  • Create Checklist Items Directly on the Screen
  1. Click + Create Checklist Item and select Create New Item.
  2. Enter a descriptive name for the item.
  3. Click the Mark as Important checkbox to emphasize the importance of the item.
  4. By default, the creator of the checklist item will be listed as the owner.  Use the Browse button to select a different user.  Click the X to remove a user from the Owner field.
  5. To set a deadline for a module checklist item to be completed, select a date from the Deadline date picker field.   
  6. To send a reminder email to the item owner a specified number of days before the deadline, select the Send reminder check box.
  7. Click OK.
  8. Repeat these steps for each checklist item. To delete an item, click on the Action Menu icon and select Delete.
  9. Click Save.
  • Generate a Checklist from a Template
  1. Click + Create Checklist Item and select Generate from Template.
  2. Select a template from the options in the drop-down field.
  3. Click OK. Items from the template are added to the checklist.  The items can be edited by clicking on the item's Action Menu icon and selection Edit. To delete an item, click on the Action Menu icon and select Delete.
  4. Click Save.

Marking Checklist Items Complete

To manually mark a checklist item as complete, click on the Action Menu icon and choose the "Mark as Completed" option.

Course Coupon

Course Coupons offer learners an alternative enrollment method for specific courses, without having to access them through the catalog. As the course owner, you can create a batch of course coupons for a particular session and allocate them to a reseller (LMS users). The reseller then disseminates the coupon ID to learners via email or other channels. Learners can use this coupon ID on the Course Coupon Enrollment page to enroll directly in the session. Each coupon batch is assigned to a single reseller, and you have the flexibility to generate multiple coupon batches for different resellers.

Course coupon enrollment is available for Learning and eLearning LMS licenses only.

If you are issuing coupons, ensure that the Course Distribution Notification is configured in the Email Preferences at the module or session level.

To generate a course coupon set

  1. Click Course Coupon.
  2. Configure the first set of coupons:
  • Enter the number of coupons for the coupon set.
  • Enter a value in the Coupon Prefix field. Hint: If you plan to distribute coupon sets to multiple resellers, you might use the prefix field to identify each one.
  • In the Number of Random Segments enter the number of random segments.
  • To assign the reseller, click the Browse button for the Assign reseller field and select the user.
  • Click the calendar icon for the Assign expiry date field to select an expiration date for the coupon.
  1. Click Add more coupon(s) to add the coupon set to the list and reset the configuration fields to add another coupon set.
  2. Repeat the steps above to add a new coupon set.
  3. Click the Save icon.
  4. To edit an existing coupon, click on the Coupon ID.  Coupons that have been distributed cannot be deleted.

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Virtual Classroom, Workshop/Seminar

Reserve a Classroom Resource

Applicable Learning Types: Classroom, Workshop/Seminar

You can reserve classroom resources while you configure classroom session. Resources might include any materials needed by the instructor and participants for the training session. You can also view and update your resource reservations in the Resource Planner, and create new resource bookings if required. Reserving a resource for a session stops it from being booked for another session taking place at the same time.

To resource a resource

  1. Click Resource Reservation.
  2. Enter the resource reservation details and click Add to add the reservation to the session. Repeat this step for all of the resources you want to reserve for the session.
  3. Click Save.

Define Session Security

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Task, Virtual Classroom, Workshop/Seminar

Course administrators can set access permissions for a session to specify who can view or modify it.  However, you must consider the permissions configured for the learning module. To enable course instructors to manage a particular learning session via the Session Administration page, grant them read-only access to the session. Granting instructors read-only access to the learning module allows them to oversee all sessions within it, eliminating the need for individual session permissions.

For additional information about security options, please see About Session Security.

To configure the permissions for a session

  1. Click Define Session Security.
  2. Click Permissions. The Permissions Selector opens.
  3. Select the instructors to give read-only access to.
  4. Click Save.

Configure Associated Programs

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Task, Virtual Classroom, Workshop/Seminar

Course administrators have visibility into program sessions that incorporate the learning module currently being edited in the Catalog Editor. When editing a session, you can allocate it to one or multiple program sessions, adjusting program module settings such as Required and Auto-Enroll. Simply click "+ Add to Program Session" to assign the session to a program session.

To configure associated programs

  1. Click Associated Programs in the Module Properties tab. The Associated Programs page opens.
  2. Select an action from the action menu. The following actions are available:
  • View the program module properties
  • View the program session properties
  • Run a session enrollment update (also available as a bulk action)
  • Update the deadline for participants
  • Edit the association (also available as bulk action)
  • Remove the association
  1. Click the Save icon to save your changes.

Session Enrollment Update

When modifying a program session's structure, it may be necessary to manually update enrollments to align with the changes. The Session Enrollment Update feature re-runs enrollment processing for the session. Options include:

  • Updating enrollments for current participants
  • Re-enrolling learners who completed the session previously
  • Sending email notifications to affected learners

Progress Tracking Deadline Update

Participants must meet module completion deadlines specified on the Learning Program Session Module Assignment page to maintain On Target progress. Deadlines are fixed at enrollment; changes affect new enrollees only.

  • To adjust deadlines for enrolled participants in a program, choose "Update Deadline of Users" from the session's action menu.
  • For multiple associated programs, select the programs and choose "Update Deadline of Users" from the Bulk Action menu.

Edit the Association

You have the option to adjust the weighting, order, and credits for one or more modules associated with the program session. Additionally, you can specify its requirement status and initiate an enrollment update.

Remove the Association

When you remove an association with a single associated program, you can run an enrollment update. 

Tin Can API

Applicable Learning Types: Classroom, Coaching, Exam, Online, On-the-Job Training, Program, Self-Training (Paper), Self-Training (Video), Task, Virtual Classroom, Workshop/Seminar

You can set Tin Can (xAPI) activity parameters for the session to filter API Statements based on a specified Activity ID. This filters Statements where the object's objectType is "Activity" or is absent, and the object's ID matches the supplied activity parameter.

For detailed Tin Can API (xAPI) specifications, kindly refer to the Tin Can / xAPI Implementation Guide available through your PeopleFluent representative or by requesting it via the PeopleFluent Support portal: https://support.peoplefluent.com.